SR 04-25-2017 3E
Ci ty Council
Report
City Council Meeting : April 25, 2017
Agenda Item: 3.E
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To: Mayor and City Council
From: Edward King, Director , Big Blue Bus, Planning & Community Engagement
Subject: Change Order for Big Blue Bus' Little Blue Book Production
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Manager to
issue a change order to blanket purchase order #25712 with Pacific Graphics, Inc., a
California -based company, for the print production of the Little Blue Book transit guide
and system map. This would result in a revised blanket purchas e order total not to
exceed $245,000, with future year funding contingent on Council budget approval.
Executive Summary
Big Blue Bus (BBB) prints the Little Blue Book, a bilingual all -inclusive transit guide, and
a system map for customers who still depe nd on printed materials. In November 2014,
BBB engaged in an informal bidding process for printing services. Pacific Graphics, Inc.
was selected to print the three public information materials. Big Blue Bus executed
purchase orders #24305, 24529, and 25712 with Pacific Graphics, Inc. for the printing of
the Little Blue Book and system map. For FY 2016 -2017, staff is requesting a change
order to Purchase Order #25712 with Pacific Graphics, Inc. for an amount not to exceed
$245,000 over a three -year period.
Background
In 2013, Big Blue Bus (BBB) began streamlining its public information and created a
comprehensive guide for regular customers and occasional riders who preferred print
media over accessing information via smartphone. BBB was also sensitive to t he needs
of customers with limited access to smartphone devices and provided a tool enabling
them to access critical schedule and map information in print format. Big Blue Bus
developed the Little Blue Book, an all -inclusive transit guide, incorporating it s
streamlined approach to public information. Prior to the creation of the transit guide,
BBB produced individual route schedules and frequently heard from staff and customers
that a consolidated guide would be convenient and would reduce waste by discoura ging
one -time use.
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Discussion
In November 2014, BBB conducted an informal bid for print services under the
$175,000 threshold to print the Little Blue Book and system map. Pacific Graphics, Inc.
was awarded the contract.
Big Blue Bus has purchased prin ting services from Pacific Graphics, Inc. for the last
several years. Due to the increased frequency of major service changes tied to
Evolution of Blue (Big Blue Bus’ realignment of service integrate with the Expo light rail
extension to Santa Monica), th e need for printing services has increased. The
cumulative total amount paid and encumbered over the last three years to Pacific
Graphics, Inc. has exceeded $175,000. Purchasing guidelines require Council approval
for multi -year purchases exceeding $175,0 00.
In accordance with Santa Monica Municipal Code Section 2.24.073(d), staff is
requesting a change order to blanket purchase order #25712 to Pacific Graphics, Inc.
for an amount not to exceed $67,883.93 through FY 2016 -17, as this would be in the
best interests of the City. This would allow BBB to get through the current fiscal year as
staff prepares to conduct a formal bidding process.
Financial Impacts and Budget Actions
The change order to blanket purchase order #25712 with Pacific Graphics, I nc. for a
total not to exce ed $2 45 ,000. Funds are available in the FY 2016 -17 budget in the Big
Blue Bus Department. The purchase order will be charged to account 41643.54411B.
Future year funding is contingent on Council budget approval.
Prepared by : Suja Lowenthal, Transit Planning and Community Engagement Manager
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Prepared By: Suja Lowenthal, Planning & Community Engagement Manager
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative 2017 form